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Supplier Handbook

Information
The City of Portland is committed to contributing to a socially just, environmentally sound, economically vibrant and diverse community. In Procurement, that means providing strategic and responsible public contracting services to deliver the best value for our customers.

A Message from Procurement Services 

If you are a new supplier/contractor looking to grow your business through public contracting, you are in the right place. To do business with the City, businesses and suppliers must comply with federal, state and local laws, meet general requirements, and meet the specific requirements specified in the solicitation.

The City of Portland is committed to a respectful work environment, free of harassment, discrimination and retaliation and other inappropriate conduct. Every individual has a right to work in a professional atmosphere where all individuals are treated with respect and dignity. The City's Human Resources Administrative Rule 2.02 covers all employees of the City of Portland as well as consultants, suppliers or contractors who provide services to the City of Portland. The successful Proposer(s) must be in compliance with this rule at all times while under contract. 

Getting to Know your Procurement Teams 

We have four dedicated procurement teams (Goods, Services, Design, and Construction) and one amazing Compliance Team. Your business specialty will determine which procurement team will be working with you, how to compete for work, and additional criteria that may be required. 

Goods

Goods covers the procurement of supplies, equipment, and materials. 

Bidding Methods

  • Small: $25K or less, competition is encouraged but not required. Informal process can be conducted, which includes emailed quotes or proposals but not publicly advertised. 
  • Intermediate: More than $25K to $250K. Informal process can be conducted, which includes emailed quotes or proposals but not publicly advertised. 
  • Formal: More than $250K. Solicitation is publicly advertised. 

Additional Criteria

Sweatshop-Free Compliance: The City must purchase apparel products from manufacturers that comply with the City's Code of Conduct for Apparel Contractors (Attachment 1 of the City's Sustainable Procurement Policy). The Code of Conduct requires that contractors, and any supply chain partners utilized to supply apparel to the City, comply with labor and health & safety standards that ensure workers are not subjected to sweatshop conditions. See the Sweatshop Free Apparel section on the Sustainable Procurement Initiatives page.

Services

Services covers the procurement of professional and ordinary services. 

Bidding Methods

  • Small: $25K or less, competition is encouraged but not required. Informal process can be conducted, which includes emailed quotes or proposals but not publicly advertised. 
  • Intermediate: More than $25K to $250K. Informal process can be conducted, which includes emailed quotes or proposals but not publicly advertised. 
  • Formal: More than $250K. Solicitation is publicly advertised. 

Additional Criteria

Fair Wage Memo: Employees performing certain categories of work under formal contracts for janitorial services, security services, and parking garage attendant services with the City are guaranteed a minimum fair hourly wage, which is detailed in the Fair Wage Memo.

Sweatshop-Free Compliance: The City must purchase apparel products from manufacturers that comply with the City's Code of Conduct for Apparel Contractors (Attachment 1 of the City's Sustainable Procurement Policy). The Code of Conduct requires that contractors, and any supply chain partners utilized to supply apparel to the City, comply with labor and health & safety standards that ensure workers are not subjected to sweatshop conditions. See the Sweatshop Free Apparel section on the Sustainable Procurement Initiatives page. 

Design

Design covers the procurement of professional services in the construction industry. 

Bidding Methods

  • In accordance with Oregon Revised Statutes 279C.100-125 the City uses a qualification-based selection process when conducting solicitations for professional services related to public improvement projects. For any projects that do not fall under ORS 279C, the City follows the policies and procedures outlined in Portland City Code 5.68 and the Professional Services Manual. 

Construction

Construction covers all other aspects with the construction industry. 

Bidding Method

Additional Criteria

To learn more about additional contractor requirements for construction contracts, please visit our Additional Contractor Requirements (Construction Only) page. 

Compliance

Compliance provides education, evaluation, and enforcement of the City's Social Equity Contracting Strategy for firms doing business with the City of Portland in the Construction, Design and Professional Services fields.

To learn more about compliance requirements, types of compliance, and the methods to track it, please visit our Post Award Compliance page. 

Business Registrations 

The City of Portland encourages businesses interested in providing goods, services, or public improvements to register with the SAP Business Network.

Registering with the SAP Business Network:

  • Connects your business with buyers across the public and private sectors, including the City of Portland.
  • Is required to become an approved City supplier once your business is awarded a contract with the City of Portland.

Learn more about the SAP Business Network for Trading Partners

To become an approved City Supplier, a business will need to: 

✅ Register their business with the State of Oregon

  • Make sure your business is legally established to operate in Oregon.

✅ Register for and pay City of Portland Business taxes

  • Complete all required filings and payments so your business is eligible for City contracts.

✅ Find and compete for City contracts

  • Look for solicitations, submit bids or proposals, and compete for contract awards.

✅ Register as an approved City supplier after a contract award

  • Complete the City's supplier registration process to finalize onboarding and receive payments.

Some payees do not sell goods, services or public improvements to the City. To receive payments, these payees will need to register with the City as a Supplier—their registration will be different than those doing typical business with the City.

Register your business in the State of Oregon

The State of Oregon requires businesses register with the Oregon Secretary of State, either online or by contacting the Corporation Division at ​503-986-2200, if the business is operating under a name different from the owner's legal name. Sole Proprietors and General Partner businesses are not required to register if the name of the business includes the "real and true" name of each owner.

State of Oregon: Register a Business

Create a Portland Business Tax account

Any business interested in partnering with the City of Portland—including resident, non-resident, and tax-exempt Suppliers—needs to keep its Revenue Division Tax Account up to date. This includes filing all required tax returns and paying any applicable business taxes.

Register for a Revenue Division Tax Account

Business Tax Filing and Payment Information

Compete for and win a City contract

Before March 2, the City will use our current system to post bidding opportunities and receive responses from suppliers. Starting on March 2, 2026, the City will use SAP Ariba to post bidding opportunities, receive responses from suppliers and execute contracts for goods and services.

View all open bidding opportunities BEFORE March 2, 2026

View all open bidding opportunities STARTING ON March 2, 2026

Tips for submitting a strong response

  • Focus on substance over style
    • Evaluators want to see your firm's qualifications and ideas—not how beautifully you can package them. Focus on answering the questions completely, concisely, and honestly. Give specific, concrete information and back up your ideas with evidence.
  • Ask for help (as early as possible!)
    • Procurement Services is here to help you navigate submitting a proposal and answer any questions you have about a particular RFP.
    • Call or email your questions to the RFP's Single Point of Contact at least 7 days before the due date to make sure you can get the help you need. We can't guarantee a response if you submit questions less than 7 days before the due date.
    • Attend the pre-proposal meeting!
      • A pre-proposal meeting is an opportunity to hear more about an RFP, ask questions, and meet firms looking for subcontractors. Even if the meeting is not mandatory, we recommend all interested proposers attend.
    • Give yourself plenty of time to submit
      • Once you finish your proposal documents, it still takes time to upload them to SAP Ariba and submit your proposal. Submit your proposal with ample time before the submission deadline.
    • Submit! You might have a better chance than you think. If you meet the minimum qualifications of an RFP and submit a complete application, you might have a good chance of receiving a contract!
    • Didn't Submit a Winning Proposal? Request Feedback! You can request feedback from Procurement Services (such as the assigned Buyer or a Procurement Supervisor).
  • If you're submitting a response for personal services, goods, or services, use the RFP checklist
    • Each RFP Proposal includes a checklist to help ensure Suppliers have completed all the necessary information and are submitting a complete application.
    • Fill out the Proposal Response Packet as a form rather than answering in a separate document. This will help ensure you answer all questions and will make it easier for the Evaluation Committee to review your responses.
    • Answering directly in the response packet or formatting your responses in a separate document will have no impact on your scores.

Learn about Requests for Proposals

Visit the Support Center for additional guidance and tutorials.

Register as an approved City Supplier

All Suppliers must register with the City before they can enter into a contract or receive payments for goods and services. The City is transitioning from BuySpeed to SAP Ariba to streamline and automate how buyers and suppliers connect. SAP Ariba will go live in March 2026.

All City payees must be registered in SAP Ariba, including payees that do not sell goods, services or public improvements.

A visual representation of the information below the graphic. View full size image

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STEP 1

Suppliers NEW to the City of Portland – complete a Supplier Request Form to begin the registration process in SAP Ariba.

Complete a supplier request form

Suppliers that are currently doing or have previously done business with the City of Portland – skip to STEP 2.

STEP 2

NEW suppliers – Once your supplier request is approved, you will receive an email from the City with instructions for completing the supplier registration questionnaire.

Suppliers that are currently doing or have previously done business with the City of Portland should receive an email from the City with instructions for completing the supplier registration questionnaire. Contact procurement if you are a current supplier and have not received this email: SAP.Ariba@portlandoregon.gov.

STEP 3

To complete the supplier registration questionnaire, you will need:

  • W-9: The City requires a signed, read-only W-9 in the latest IRS format. (Find latest W-9 form at: www.irs.gov/forms-pubs/about-form-w-9.)
  • ACH Information: You will need to upload either a copy of voided check or a letter from your financial institution that includes account and routing numbers.
  • Portland Business License Tax Number: This is required only if you will be selling goods, services or construction-related improvements to the City. To register or find more information, visit Business Tax Filing and Payment Information. Payees that do not sell goods, services or public improvements will not need a Business License Tax Number.
  • Certification Office for Business Inclusion and Diversity (COBID) Certification Number: This is required only if you have a certification from the Oregon State Certification Office for Business Inclusion and Diversity.
  • An SAP Business Network account: If you do not already have an SAP Business Network Account, you will be prompted to create one when you go to access the questionnaire.

The City of Portland may ask for additional information before approving a supplier's SAP Ariba registration questionnaire. Suppliers can update the questionnaire at any time.  The City will notify Suppliers by email once their registration is approved.

Support for Suppliers!

The City will be offering work sessions throughout the year providing one-on-one assistance and immediate access to registration resources to help suppliers register, support bidding, and gain access to diverse opportunities.

View opportunities to meet with procurement staff

Additional guidance and video tutorials are available at our Support Center.

To request an accommodation, please contact the City's SAP Ariba customer support team at SAP.Ariba@portlandoregon.gov.

Certified for Success 

The City requires and highly encourages suppliers/contractors certify their businesses. Certified businesses may give your firm an edge in winning work. 

Equal Employment Opportunity (EEO) Certification

The City of Portland requires Equal Employment Opportunity (EEO) certification of all suppliers, contractors, and sub-contractors doing business with the City.

To be EEO certified, your firm must fill out the online form, when you register your business on SAP Ariba stating that you do not discriminate against any employee or applicant on the basis of race, religion, color, sex, marital status, national origin, age, mental or physical disability, sexual orientation, gender identity or source of income.

Your company must also take steps to ensure equal opportunity in all aspects of employment. These aspects include, but are not limited to, hiring, promotion, transfer, advertising, layoff, termination, rates of pay, training (including apprenticeship), and terms and conditions of employment.

Equal Benefits Compliance

City contractors are required to provide benefits to their employees with domestic partners equivalent to those provided to employees with spouses. When you register your business on BuySpeed[AP3], fill out the form indicating your Equal Benefits status. Per the City's Equal Benefits Ordinance, registration is required for contracts that meet or exceed the "formal" dollar threshold, which is $100,000 for Public Improvements and Professional services, and $150,000 for Goods and Ordinary services.

Certification Office for Business Inclusion and Diversity (COBID) 

The City of Portland encourages qualified businesses to become certified by Business Oregon. Business Oregon's COBID program certifies businesses owned by minorities, women, or service-disabled veterans. They also certify emerging small businesses.

Visit the COBID website 

Section 3 Provision

Section 3 is a provision of the Housing and Urban Development (HUD) Act of 1968. Section 3 policies apply to Portland Housing Bureau projects receiving certain HUD financial help exceeding $200,000.

Those projects should direct training and jobs to Section 3 and Targeted Section 3 workers. Those projects also should direct contract opportunities to Section 3 business concerns. Both workers and businesses should be in the community where the project takes place.

On Section 3 projects, contractors will need to prioritize efforts to hire and train Section 3 Workers, Targeted Section 3 Workers and contract with Section 3 Business concerns. Section 3 Workers should work at least 25% of all labor hours and targeted Section 3 Workers should work at least 5% of all labor hours to the greatest extent possible. Before starting work, the program requires that all workers submit a Section 3 Worker Eligibility Form (link below) to the City. If they submitted the form during the previous year, then they do not have to submit a new one.

Search for Section 3 Businesses in our Contract Compliance Reporting System.

Download Income and Rent Limits

Download Section 3 Business Eligibility form

Download Formulario de Elegibilidad de Negocios de la Seccion 3

Download Section 3 Worker Eligibility form

Download Formulario de Elegibilidad del Trabajador de Seccion 3 

Social Equity in Construction 

The City of Portland supports initiatives that help address social equity in the City's contracting processes and help to diversify the workforce. Learn more about the contract types, programs, and policies that apply to construction. 

Community Opportunities and Enhancement Program (COEP)

The Community Opportunities and Enhancement Program (COEP) provides workforce development and technical help to businesses through grants. The program has two goals. The first is to increase the number of people of color and women in the trades. The second is to remove barriers for construction firms owned by people of color and women. Both goals seek to increase the number of people of color and women in public contracting.

Responsibilities for managing the program falls to five groups:

  • The Office of Equity and Human Rights participates in the process to ensure that the COEP meets its equity objectives.
  • Prosper Portland manages the day-to-day operations and implementation of the COEP grant program. They manage service provider contracts, help community access services, and report on outcomes.
  • Work Systems, Inc manages service provider contracts to deliver workforce development services. Prosper Portland subcontracts with Work Systems, Inc. to manage the workforce component of COEP.
  • The Bureau of Revenue and Financial Services manages the COEP Fund. The Fund is a 1% set-aside on all City-owned public improvement contracts. They also manage the Community Equity and Inclusion Committee and the formal agreement with Prosper Portland.

For more information on COEP and to sign up for email updates, visit Prosper Portland's COEP page.

Regional Workforce Equity Agreement (RWEA) and the Construction Diversity Inclusion Policy (CDIP)

The Regional Workforce Equity Agreement (RWEA) and the Construction Diversity Inclusion Policy (CDIP) promote diversity, inclusion, and local workforce and business opportunities in the City's construction contracts. These policies replace the previously adopted Community Benefits Agreement (CBA) and Community Equity and Inclusion Plan (CEIP).

The RWEA, adopted by City Council in April 2022, represents one of the first multi-jurisdictional workforce agreements in the country. It is one of seven strategies identified in the Construction Careers Pathways Project (C2P2) Regional Framework to help advance workforce equity in the construction trades. The RWEA applies to all City construction projects procured using alternative contracting methods and with an Engineer's Estimate valued at over $5 million, and that is not otherwise subject to federal requirements that conflict with the Agreement.

The CDIP aims to increase the participation of underrepresented and underutilized businesses and includes targeted outreach to contractors certified by the Certification Office for Business Inclusion and Diversity (COBID), as well as self-identified or alternatively certified minority and women-owned businesses. The CDIP applies to all City construction projects procured using alternative contracting methods.

Download Regional Workforce Equity Agreement

Download Construction Diversity Inclusion Policy

On contracts covered by the RWEA, the City of Portland requires primes and subcontractors to submit the form below. 

Download Construction Careers Pathways Project High Road Contractor Form

On contracts covered by the RWEA, the City of Portland requires subcontractors to submit the letter below.

Download Regional Workforce Equity Agreement Letter of Assent

Subcontractor Equity Plan (SEP)

The Subcontractor Equity Plan (SEP) applies to construction contracts valued at $150,000 or more. The goal is for 20% of hard construction costs to go toward COBID subcontractors. Of the 20%, 14% should go to Disadvantaged, Minority or Women-owned Business Enterprises. The SEP requires prime contractors to report on COBID use for the life of the contract.

Prime contractors can find SEP specification forms in the solicitation packages. Pre-bid meetings also discuss SEP requirements and forms. Prime contractors can use the State Directory of Certified Firms to find COBID subcontractors.

Download Subcontractor Equity Program Details

Workforce Training & Hiring (WTHP) Program

The Workforce Training & Hiring Program (WTHP) aims to increase women and minority participation in the construction trades. The program accomplishes this through apprenticeship opportunities on City projects.

The WTHP applies on:

  • Low-bid construction prime contracts estimated at $200,000 and above.
  • Low-bid construction subcontracts estimated at $100,000 and above.

WTHP Requirements:

  • State registered apprentices work at least 20% of labor hours per trade.
  • Minorities work at least 18% of labor hours per trade.
  • Women work at least 9% of labor hours per trade.

Bid documents for each project include details of the program. The WTHP adheres to Administrative Rule 1.20.

Insurance and Workers Compensation Requirements

As you enter into contracts with the City of Portland you will be required to provide and maintain insurance coverage, including providing proof of insurance in the form of a certificate of insurance. Required insurance coverage must continue in effect throughout the term of the contract until final acceptance of the entire project, or through the products-completed operations required period.

Specific insurance requirements will be specified in the solicitation or contractual documents. The general coverage might include Commercial General Liability, (including products-completed operations), public liability and property damage, and business automobile liability coverage, contractual liability insurance and additional insured endorsement of the City using an applicable ISO (Insurance Services Office) endorsement or other form applicable to the contract and subject to approval by the City Attorney.

Additional Resources  

Mercatus Directory 

The Mercatus Directory features entrepreneurs of color from the Portland metro area, and is supported by Prosper Portland. There are several Mercatus memberships to choose from: 

  • Mercatus Community – designed for the arts community and those launching new businesses.
  • List Your Business – designed for businesses that are registered and operating.
  • Level Up – for businesses ready to maximize their visibility and take their business to another level.

For more information, please visit the Mercatus Website.

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